Department Assistant for Mathematics

Position Summary

The Department Assistant serves as the primary administrative support for the Mathematics Department and is often the first point of contact for students, faculty, staff, and visitors. This position provides comprehensive administrative, financial, and academic support while ensuring the efficient daily operation of the department. The successful candidate will possess strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a collaborative academic environment.

Key Job Responsibilities

• Administrative Support
  • Represent and act as first point of contact for Mathematics Department.
  • Serve as a resource for faculty, staff and students regarding university rules, regulations, policies, forms and procedures.
  • Establish and maintain department files.
  • Establish and/or maintain proficiency with the software associated with database, budgeting, classrooms, course materials, curricular and catalog changes.
  • Assist faculty in numerous areas associated with instruction, scheduling rooms, computers/software requests, etc.
  • Assist faculty in registration and travel arrangements for mathematics conferences.
  • Assist with Faculty and Academic Staff searches.
  • Use university database to prepare a variety of reports needed by the department.
  • Plan and coordinate the annual events.
• Budget and Records Management
  • Prepare and update 5-year budget estimates for each department account for the UW-Platteville Budget Office and EMS Dean's Office.
  • Manage department financial transactions in consultation with the department chair.
  • Maintain control on the usage and tracking of the department procurement card and reconcile monthly billing statements.
  • Create spread sheets to track all expenditures and fund transfers.
  • Oversee all accounts.
  • Maintain inventory and related records and order supplies for department.
• Registration/Curriculum Management for the Department
  • Assist Chair in creating class schedule and scheduling classrooms for the semester in response to various parameters, i.e. room availability, course conflicts, faculty schedules, enrollment management, etc.
  • Identify and verify which course materials are required for courses each semester and that quantities are available.
  • Serve as liaison to Textbook Center.
  • Coordinate classrooms for group final exams and duplication of the exams.
  • Obtain Advanced Placement scores annually and interpret the scores pursuant to department policy.
  • Assist students in enrollment changes due to AP results.
  • Provide information to students on adding and dropping courses, and repeat forms.
  • Process major change forms.
  • Assign each mathematics major to an advisor in the student's area of interest.

What You Need To Succeed

• High school diploma or GED.
• Minimum of two years of experience in an administrative or office support role.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently while managing multiple priorities.
• Ability to maintain confidentiality and exercise sound judgment when working with students, faculty, staff, and university administrators.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Willingness to learn specialized university software and systems.
• Ability to troubleshoot administrative and technical issues.

Preferred Qualifications

• Experience providing administrative support in a higher education or similar professional environment.
• Experience with budgeting, financial reconciliation, scheduling, or database management.
• Experience coordinating events, meetings, or academic support services.

Pay

This is a full-time, 12-month, benefit and paid leave eligible position with an hourly rate of $20.50.